Sample Letters of Agreement
Interim Rector Letter of Agreement
Consultant Letter of Agreement
Interim Rector Letter of Agreement
This Letter of Agreement is between the Rev. ________________ and Vestry of ________________ Episcopal Church. It covers mutual agreements between ________________ and the Vestry concerning his/her serving as Interim Rector of ________________. The Vestry and the Interim Rector will work together to help our parish fulfill its purpose – to help each other experience and worship God, to share openly the Good News of Jesus Christ, and to respond in love to the needs of others.
It shall be the Interim Rector’s task to lead the parish in fulfilling this purpose; through exercising a priestly role of blessing and absolving in God’s name, faithfully administering work, and by fulfilling a role as pastor, priest, and friend to all those whose lives this parish touches.
The Vestry accepts its responsibility to lead people of our parish in exercising their lay ministries as God calls them, and in supporting and enabling the ministry of our Interim Rector with their time, talent and treasure.
Duties
The Vestry agrees to employ the Rev. ________________ as Interim Rector. In this capacity, he/she will perform functions normally undertaken by a Rector, on a full-time basis. In the absence of an Assistant, the Vestry recognizes that the Interim Rector will have to carefully apportion time. In decreasing order of priority, the Vestry wishes to have the following activities undertaken by the Interim Rector, with other persons sharing the duties as qualified and as scheduled by the Interim Rector:
(Some Examples)
1. Sunday services (including sermons, adult forum and coffee hour)
2. Other scheduled services (including weddings, burials, etc.)
3. Visitation/counseling (hospital, deaths, family crisis, etc.)
4. Youth Program (oversight of existing program)
5. Scheduled Diocesan functions (annual clergy meeting, etc.)
6. Routine parish meetings
In addition, the Interim Rector will share in the management of the church office and will provide general direction to the staff.
Tenure
Assignment as Interim Rector will begin ________________, _____ and terminate one week after the new Rector has reported for duty at ________________ Church but no earlier than ________________, ____. If a new Rector has not been selected by that date, this agreement will continue on a month-to-month basis.
Compensation
The Vestry agrees to pay the Rev. ________________ at an annual cash compensation rate of $_____, such amount to include salary, a housing allowance, a utility allowance and a car allowance as below and paid at the rate of $____ per month.
Salary $_________
Housing Allowance $_________
Utilities $_________
Car Allowance $_________
In addition, the Vestry agrees to make the following monthly payments:
Life Insurance per Diocesan policy
Medical Insurance per Diocesan policy
Pension per Diocesan policy
Federal, state and local taxes will be the responsibility of the Interim Rector.
Vacation
The Interim Rector will have an annual paid vacation at the rate of two days per month.
Sick Leave
It is understood the Interim Rector will be absent from his/her duties in the case of illness up to a maximum of thirty days.
Personnel Actions
The Interim Rector will be responsible for day-to-day operation of the church office and staff. Required personnel actions will be undertaken by the Senior Warden based upon recommendations of the Interim Rector.
Other
The Interim Rector and Vestry of ________________ Episcopal Church understand that the Interim Rector cannot and will not be a candidate for the position of Rector of ________________ Episcopal Church in accordance with Diocesan policy.
A discretionary fund will be made available. It will be funded as at present by using the loose offering at the services on the first Sunday of each month.
The Vestry considers it very important that the Interim Rector attend each monthly Vestry meeting and any planned retreats.
We are fully confident that differences of opinion, if any, can be resolved through open discussion and prayer. We mutually agree to identify any such differences at the earliest opportunity and work towards a satisfactory solution.
_____________________________
Interim Rector
_____________________________
Senior Warden
Date: __________
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Letter of Agreement Between ________________ Church, ________________ and ________________, Consultant
The Search Committee of ________________ Church, and ________________ agree that as Consultant he/she will assist ________________ Church in the process through which ________________ Church seeks to find and call a new Rector. The process will include primarily (but not exclusively):
1. Identifying ________________ Church’s future ministry, acknowledging its history and recognizing the present opportunities for spiritual growth;
2. Developing a parish profile through congregational self-study and questionnaire;
3. Choosing of qualifications, skills, style desired in the next Rector (Rector profile);
4. Gathering of clergy candidates, analysis of date, training search committee for interviewing and assessment;
5. Decision making and recommendation of candidate of Vestry;
6. Celebration and closure, evaluation; follow-up if necessary.
The consultant will give guidance in:
* Outlining and following the process endorsed by the
Diocese of Virginia;
* Developing a realistic time schedule;
* Developing the parish and the rector’s profile (format,
questions, data);
* Solicitation of names of candidates; analysis, review, and
evaluation of information; interviewing techniques;
* Reminding Search Committee of necessity for frequent
communication with ________________ Vestry and
congregation during the process;
* Keeping in touch with the diocese.
The Consultant will attend meetings as appropriate, at least once a month, and keep in close touch with the Committee’s progress. Special meetings should include:
* An initial work session with full Committee to establish relationships and outline the process;
* Profile editing and critique session(s);
* Developing the Position Search Request form for CDO;
* Helping with interpretation of CDO forms on clergy;
* Planning interviewing techniques and schedule;
* Meetings as needed or requested;
* Availability to Vestry to assist with contract/agreement with new Rector.
________________ Church agrees to compensate the Consultant in the amount of twelve hundred dollars ($1,200) plus any out of pocket expenses for incidentals and mileage to be paid in accordance with the following schedule:
1st four months $150 per month plus travel
2nd four months $100 per month plus travel
3rd four months $50 per month plus travel
Note: Work sessions required for special circumstances beyond the usual expectations outlined above will be additional and would be negotiable at the time of decision.
_____________________________
Consultant
_____________________________
Senior Warden
_____________________________
Chair, Search Committee for
________________________ Church
_______________________, Virginia
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Letter of Agreement Between ________________ Church, ________________ and ________________, Rector
Preamble
The Rector shall lead ________________ Church as pastor, priest, and teacher, sharing in the councils of this congregation and of the whole Church, in communion with the Bishop. By word and action, informed at all times by the Holy Scriptures, the Book of Common Prayer, and the Constitution and Canons of the General Convention of our Diocese, the Rector shall proclaim the Gospel, love and serve Christ’s people, nourish them, and strengthen them to glorify God in this life and in the life to come.
Section A – Times of Work and Leave
1. The Rector’s work includes not only activities directed to the parish and its well being, but also labors on behalf of the Diocese and community. The Rector’s scheduled work week is five and one half (5 ½) days, which shall include Sunday activities. The Rector is expected to preserve at least one continuous twenty-four hour period each week for personal and family use.
2. The Rector will have the following periods or leave at full compensation:
1. National holidays, at the discretion of the Rector, to be taken so as not to interfere with worship for major occasions.
2. Four calendar weeks annual vacation plus – see addendum
3. Up to two-calendar weeks continuing education leave each year.
4. One month after two years of service in this parish for sabbatical leave.
5. See Sec. E, last paragraph
Section B – Compensation
1. The Rector’s annual cash salary will be $__________ paid bi-monthly or monthly and to be reviewed and adjusted annually.
2. The Vestry shall pay the following benefits:
a. Church Pensions Fund Assessment on the sum
of the Rector’s total annual cash salary (including
Housing Allowance)
b. Health and Hospital Insurance, equivalent to or better
than the group plan provided through the Diocese.
c. Group Life and Accidental Death and Dismemberment
Insurance.
d. Workers’ Compensation Insurance, as required by
Commonwealth Law.
3. The Rector shall have full use of the Rectory at ________________ as a residence or a housing allowance of $ ________________ per year, including utilities. It is understood that, upon the Rector’s request, the Vestry will designate a portion of the total cash salary as "Housing Allowance" under the Federal Internal Revenue Code.
4. One half social security shall be paid per year to the Rector as a salary supplement.
Section C – Expenses
The Vestry shall pay the following expenses incurred by the Rector in fulfilling the duties of office:
1. Normal local travel expenses up to $________________ annually for use of his/her privately owned vehicle (excluding one round trip per day between home and the church.)
2. The normal expenses of the church’s operation, such as telephone, postage, office equipment, supplies, secretarial services.
3. A Continuing Education Allowance of at least $________________ per year, to be reviewed annually, set aside in a special account, and paid to or on behalf of the Rector toward expenses incurred in relation to continuing education leave.
Section D – Discretionary Fund
In accordance with the canons of the General Convention, a Discretionary Fund is to be established under the Rector’s sole control.
Section E – Supplementary Compensation
The Rector shall not charge fees for performing any rites of the Church (for example, baptisms, marriages, and funerals) for members of ________________ Church. The Rector may, however, receive income from other sources, such as:
* Sacramental services on behalf of persons not in any way related to ________________ Church.
* Fees and honoraria for professional services performed on personal time for groups unrelated to ________________ or for sermons, books, or articles published outside the parish.
The Rector may engage in non-parish activities up to a total of 14 days per year, which shall not be counted against any leave time (Assigned to Section A, 2F)
Section F – Use of Buildings
In addition to use and control of the church and parish buildings for the discharge of duties of the Rector’s office, as provided by canon law, the Rector shall have the right to grant use of the buildings to individuals or groups from outside the parish, following guidelines approved by both the Rector and Vestry.
Section G – Revision
This letter may be revised by mutual agreement at the time of the annual mutual ministry review or as deemed necessary by the Bishop, the Vestry, and Rector. Compensation and other expense revisions shall be mutually agreed upon in a separate budget process.
Section H – Other Agreements
1. All moving and travel expenses incurred in making the move from ________________ to ________________, Virginia shall be paid by ________________.
2. This agreement shall be effective ________________, _______ and supersedes all previous agreements.
3. It is the expectation of the Bishop of Virginia that the rector will participate in the Fresh Start Program of the Diocese of Virginia.
Section I – Ministry Review
There shall be an annual discussion and mutual review of the total ministry of the parish in order to:
* Provide the Bishop, Rector, Wardens and Vestry opportunity to assess how well they are fulfilling their responsibilities to each other and to the ministry they share.
* Establish goals for the work of the parish for the coming year.
* Isolate areas of conflict or disappointment which have not received adequate attention and may be adversely affecting mutual ministry.
* Clarify expectations of all parties to help put any future conflicts in manageable form.
* A mutually agreed upon third party may be engaged to facilitate the ministry review process.
_____________________________
Rector
_____________________________
Senior Warden
Date: __________
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Letter of Agreement between Bishop of Virginia (in cooperation with the Vestry Committee of ________________) and ________________ (Vicar)
Preamble
The Vicar shall lead ________________ Church as pastor, priest, and teacher, sharing in the councils of this congregation and of the whole Church, in communion with the Bishop. By word and action, informed at all times by the Holy Scriptures, the Book of Common Prayer, and the Constitution and Canons of the General Convention of our Diocese, the Vicar shall proclaim the Gospel, love and serve Christ’s people, nourish them, and strengthen them to glorify God in this life and in the life to come.
Section A – Times of Work and Leave
1. The Vicar’s work includes not only activities directed to the parish and its well being, but also labors on behalf of the Diocese and community. The Vicar’s scheduled workweek is five and one half (5 ½) days, which shall include Sunday activities. The Vicar is expected to preserve at least one continuous twenty-four hour period each week solely for personal and family use.
2. The Vicar will have the following periods or leave at full compensation:
a. National holidays, at the discretion of the Vicar, to
be taken so as not to interfere with worship for
major occasions.
b. Four calendar weeks annual vacation plus – see
addendum
c. Up to two calendar weeks continuing education leave
each year.
d. One month after two years of service in this parish
for sabbatical leave.
e. As in addendum
f. See Sec. E, last paragraph
Section B – Compensation
1. The Vicar’s annual cash salary will be $_______ paid bi-monthly or monthly and to be reviewed and adjusted annually.
2. The Vestry shall pay the following benefits:
a. Church Pension Fund Assessment on the sum of the
Vicar’s total annual cash salary (including Housing
Allowance)
b. Health and Hospital Insurance, equivalent to or
better than the group plan
c. Group Life and Accidental Death and Dismemberment
Insurance.
d. Workers’ Compensation Insurance, as required by
Commonwealth Law.
3. The Vicar shall have full use of the Vicarage at ________________ as a personal residence or a housing allowance of $_______ per year, including utilities. It is understood that, upon the Vicar’s request, the Vestry will designate a portion of the total cash salary as "Housing Allowance" under the Federal Internal Revenue Code.
4. One half social security shall be paid per year to the Vicar as a salary supplement.
Section C – Expenses
The Vestry shall pay the following expenses incurred by the Vicar in fulfilling the duties of office:
1. Normal local travel expenses up to $_______ annually for use of his/her privately owned vehicle (excluding one round trip per day between home and the church).
2. The normal expenses of the church’s operation, such as telephone, postage, office equipment, supplies, secretarial services.
3. A Continuing Education Allowance of at least $_______ per year, to be reviewed annually, set aside in a special account, and paid to or on behalf of the Vicar toward expenses incurred in relation to continuing education leave.
Section D – Discretionary Fund
In accordance with the canons of the General Convention, a Discretionary Fund is to be established under the Vicar’s sole control.
Section E – Supplementary Compensation
The Vicar shall not charge fees for performing any rites of the Church (for example, baptisms, marriages, and funerals) for members of ________________ Church. The Vicar may, however, receive income from other sources, such as:
* Sacramental services on behalf of persons not in any way related to ________________ Church.
* Fees and honoraria for professional services performed on personal time for groups unrelated to ________________ or for sermons, books, or articles published outside the parish.
The Vicar may engage in non-parish activities up to a total of 14 days per year, which shall not be counted against any leave time (Assigned to Section A, 2F)
Section F – Use of Buildings
In addition to use and control of the church and parish buildings for the discharge of duties of the Vicar’s office, as provided by canon law, the Vicar shall have the right to grant use of the buildings to individuals or groups from outside the parish, following guidelines approved by both the Vicar and Vestry.
Section G – Revision
This letter may be revised by mutual agreement at the time of the annual mutual ministry review or as deemed necessary by the Bishop, the Vestry, and Vicar. Compensation and other expense revisions shall be mutually agreed upon in a separate budget process.
Section H – Other Agreements
1. All moving and travel expenses incurred in making the move from ________________ to ________________, Virginia shall be paid by ________________.
2. This agreement shall be effective ________________, ______ and supersedes all previous agreements.
3. It is the expectation of the Bishop of Virginia that the vicar participate in the Fresh Start Program of the Diocese of Virginia.
Section I – Ministry Review
There shall be an annual discussion and mutual review of the total ministry of the parish in order to:
* Provide the Bishop, Vicar, Wardens and Vestry opportunity to assess how well they are fulfilling their responsibilities to each other and to the ministry they share.
* Establish goals for the work of the parish for the coming year.
* Isolate areas of conflict or disappointment that have not received adequate attention and may be adversely affecting mutual ministry.
* Clarify expectations of all parties to help put any future conflicts in manageable form.
* A mutually agreed upon third party may be engaged to facilitate the ministry review process.
Section J - Separation
This agreement may be dissolved :
* At the discretion of the Bishop.
* By the Vicar, giving 60 days notice to the Bishop and the Vestry Committee.
_____________________________
Vicar
_____________________________
Senior Warden
_____________________________
Bishop of Virginia (Deputy)
Date: __________
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Letter of Agreement between the Bishop of Virginia (In cooperation with ______________) and ___________________, Deacon
Introduction
In recognition of the special ministry of a deacon, and to honor that role in Christ’s holy catholic Church, it is appropriate that “The Examination” from The Ordination of A Deacon serve as an introduction to the assistant’s ministry:
My sister, every Christian is called to follow Jesus Christ, serving God the Father, through the power of the Holy Spirit. God now calls you to a special ministry of servanthood directly under your bishop. In the name of Jesus Christ, you are to serve all people, particularly the poor, the weak, the sick, and the lonely.
As a deacon in the Church, you are to study the Holy Scriptures, to seek nourishment from them, and to model your life upon them. You are to make Christ and his redemptive love known, by your word and example, to those among whom you live, and work, and worship. You are to interpret to the Church the needs, concerns, and hopes of the world. You are to assist the bishop and priests in public worship and in the ministration of God’s Word and Sacraments, and you are to carry out other duties assigned to you from time to time. At all times, your life and teaching are to show Christ’s people that in serving the helpless they are serving Christ himself. (BCP p. 543)
The people of ____________________________ Church will seek to help ____________________________ fulfill his/her responsibilities as a deacon.
Description:
In order that she may experience much of the parish life and gain experience associated with the charge of a deacon, the following description of ministry is presented:
The model of clergy ministry of ____________________________ will be based upon the belief that the fullest expression of the priesthood and the gifts of both members of the clergy staff is the ideal. The rector will delegate to the assistant certain areas of responsibility, and these responsibilities will be administered under the supervision of the rector. Both rector and deacon will be involved in all areas of parish life. A relationship of each other’s time and talents, is most desirable. Much of the work of the clergy is associated with the vestry and the commissions of the vestry.
Primary Responsibilities of the Deacon will be:
(Examples following).
Education:
1. Church School – Develop and implement a program for the education of Christians from pre-school through senior high.
2. Episcopal Young Churchmen – Develop and implement a program for youth in grades 6 – 12 which will be educationally exciting and spiritually nourishing.
3. Bible school – Develop and implement an intense program of education during the summer.
4. Lenten School – Develop and implement a program for youth during the Wednesday night supper and Lenten School.
Christian Ministry:
1. Fellowship – Implement parish programs of fellowship such as picnics, parish meals, and other social events.
2. Neighborhood Groups – Make visitation needs known to respective leaders of the parish neighborhood groups.
3. Athletics – Develop and implement parish-wide programs such as softball, golf, and basketball.
4. Tape and Video – Assist these two committees in their present program and help them expand their offerings.
Outreach:
Participate and encourage the parish to enter into programs of feeding and shelter and work with the leadership of this organization.
Special Ministry:
Develop and implement a program for young couples and single adults.
Additional Primary Management Areas:
Responsibilities for other areas of ministry within the church will be considered by the rector and the assistant according to each other’s skills, interests, and abilities.
General Parish Ministry:
1. To assist in conducting of worship.
2. To preach approximately twice a month.
3. To share in the officiating of weddings, funerals, baptisms, and the pastoral and teaching ministries involved in each.
4. To counsel parishioners and walk-ins as needed.
5. To participate in community, region, and diocesan activities.
6. To share in the rector’s program areas as well as call upon him to share in yours (including visitation of sick and homebound).
7. To attend weekly staff meetings for “maintenance,” planning, and a separate weekly time with the rector for supervision and guidance.
8. To meet monthly with the rector for planning sessions.
9. And such other responsibilities as assigned by the rector.
10. To meet weekly with the rector in a non-task oriented meeting for mutual reflection on ministry.
Upon ordination to the priesthood, an expansion of duties shall be developed between the rector and the vestry of _____________ and Mr./Ms. ________________________.
Annual Evaluation:
An annual mutual evaluation of the deacon’s performance and the rector’s supervision shall be conducted.
Expectation of the Church from the Deacon
1. A commitment of (three) years, commencing ________________________.
2. Successful completion of the Fresh Start program in the Diocese of Virginia.
3. Fulfillment to the best of her ability the charge to deacons and the position responsibilities listed.
4. Support of the rector and vestry when decisions for programs have been made.
Expectations of Deacon from Church
1. Support of Mr./Ms. ________________________in his/her growth in understanding about the ordained ministry in a parish.
2. A salary of _____________ per annum beginning _____________.
3. A housing and utilities allowance of _____________.
4. One half of the FICA contribution will be added to the annual base salary.
5. Professional expenses repaid up to _____________ per annum beginning ____________.
6. Four weeks vacation in the twelve months beginning _____________.at a time mutually agreeable to the rector and deacon. The vacation time will be taken within the calendar year.
7. An expectation of the equivalent of one and one half days per week, as agreed to by the rector and deacon, for personal business and relaxation by the deacon. (This time is generally not to be accrued.)
8. Payment by _____________ to the Church Pension Fund and the Diocesan Standard Life and Health Insurance (programs and enrollment in a short-term disability program).
9. Opportunity for continuing education, as agreed to by the rector and deacon and within the budget allocation provided.
10. Initial moving and relocation expenses not to exceed _____________.
Termination
This agreement may be terminated by:
1. Resignation, retirement, or death of the rector of _____________.
2. Cancellation of this agreement, at the initiative of the rector and the consent of the vestry, or by the Deacon, in which event the reasons and causes, therefore, shall be candidly and openly communicated in full to the Bishop and in which event the following shall obtain:
(i) In accordance with, and in the spirit of Title III, Canon 14 of the Canons of the Protestant Episcopal Church in the United States of America, if for any urgent reason either the Assistant or the Rector perceives that significant disagreement exists in their relationship both parties agree, with the support of the vestry, to promptly seek outside counsel with the intent of settling any disagreement.
If a settlement cannot be reached through outside counsel, then the matter will be brought before the Bishop for advise and counsel.
If, after both steps have been taken, a determination is made that the disagreement cannot be settled, the Rector will not relieve the assistant of her duties without a minimum of three months notice. (In such cases as requiring the use of Title IV of the Constitution and Canons regarding Ecclesiastical Discipline, the above requirement of three months notice will be reexamined and possibly shortened.)
(ii) Depending on the circumstances causing the breach of contract, a date of departure shall be set, such date to be the last day of all pay and allowances and benefits; and
(iii) If the cancellation is initiated by the assistant there shall have accrued to the Assistant no vacation with pay.
3. At the pleasure of the Bishop.
4. The Deacon or the Rector giving at least thirty (30) days notice to the Bishop.
Conclusion
The purpose of this agreement is to outline mutual expectations for the assistant at _____________, between the rector, vestry, and assistant. The spirit of this agreement is to honor and respect the authority and leadership of the rector, and to honor and respect the talents and gifts of all ministers (both clergy and lay) at _____________.
Signed, the ________ Day of ______________, 200_.
Assistant_______________________________ Rector_________________________________________
Bishop of Virginia ________________________ Warden________________________________________
